What We Do How We Work Who We Serve About Us Start a Conversation →
Home › What We Do
Our Services

Four services. One integrated partnership that manages your entire Southeast Asia production.

From your first design brief to goods loaded and on the water — we handle product development, factory management, quality assurance and shipping coordination so you never have to manage Southeast Asia production alone.

01 Product Development 02 Factory Sourcing & Management 03 Quality Assurance 04 Shipping Coordination
Furniture product development at factory workbench in Malaysia
10+ Years developing products for US retail
01

Product Development

We take your design brief — whether it is a detailed technical drawing or a rough direction — and make it manufacturable. We modify designs for factory capability, reduce cost without reducing quality, and make sure the product that reaches your retail shelf is something your brand is proud of.

This is the stage most brands underestimate. Getting development right protects everything downstream — quality, cost, timeline and consumer experience.

📋
Design Modification for Factory Capability
We review your design against what Malaysian, Vietnamese and Indonesian factories can actually produce — and recommend modifications that maintain your aesthetic intent while improving manufacturability and reducing cost.
🔍
Prototype Review and Recommendations
We physically inspect every prototype at the factory before you see it. We document structural issues, finish problems, dimension deviations and packaging concerns — so your approval decision is based on a full expert assessment, not just factory photos.
📦
Sample Management — Cost Refunded on Order
We coordinate sampling end-to-end. You pay the sample cost upfront — it is refunded in full when you place a confirmed production order. We manage sample shipping, review and all factory communication throughout.
📖
Assembly Instruction Creation
Poorly written assembly instructions are one of the biggest causes of consumer returns, negative reviews and brand damage. We create clear, accurate assembly guides — reducing consumer error and protecting your brand reputation at the point of unboxing.
💡
New Product Proposals From Our Factory Network
We proactively identify new product opportunities from our factory network that suit your brand direction and price positioning. If you are interested, we arrange sampling — cost refunded on confirmed order.
🏪
Retail Program Specification Compliance
Walmart, Sam's Club, Canadian Tire, Rona, Badcock, American Furniture Warehouse — every major retailer has specific product and packaging requirements. We ensure your product meets those specifications before production begins, not after.
💬
On assembly instructions: One of the most undervalued things we do. A furniture product with a confusing assembly guide generates returns, damage claims and negative reviews that cost far more than getting the instructions right the first time. We have seen brands lose retailer listings over preventable assembly failures.
Factory visit and sourcing partnership in Malaysia
3 Countries. Verified factory networks.
02

Factory Sourcing & Management

Finding a factory is the easy part. Managing that factory — order after order — to consistently produce to your standard is where most overseas sourcing arrangements fail. We do both. And we stay with you through every order, not just the first.

Our commission is paid by you. Our loyalty is to your brand. That distinction matters — especially when a factory is under pressure to cut corners.

✅
Factory Identification and Vetting
We identify factories from our established network across Malaysia, Vietnam and Indonesia that match your product category, quality requirements and price range. We visit factories in person before recommending them — we do not refer factories we have not seen.
💰
Pricing Negotiation — Our Volume Gets You Better Rates
Because we bring consistent volume across multiple clients, our factory relationships give you access to pricing you cannot easily achieve going direct. We negotiate on your behalf and are transparent about the factory price and our commission separately.
📞
All Factory Communication Managed For You
We handle everything — specification discussions, production queries, timeline updates, problem resolution. You deal with us. We deal with the factory. Language, time zones and cultural differences are our problem, not yours.
🛡️
Your Brand Standards Enforced at Factory Level
We are on the ground. When a factory tries to substitute materials, rush production or cut corners, we catch it and push back. Our track record with the factory — built over years — gives us the standing to enforce your requirements in a way a remote client rarely can.
🔄
Ongoing Relationship Management — Not a One-Off Introduction
Many agents earn their commission by introducing you to a factory and stepping back. We stay involved. Every order gets the same level of oversight — because quality consistency requires consistent management, not just a good first impression.
💬
The factory dynamic you need to understand: When a factory has a full order book, your order gets managed well. When they need business, they are highly attentive. The moment a bigger client comes along, attention shifts. Having someone physically present in the market — whose income depends on your orders being right — changes that dynamic entirely.
Pre-shipment furniture inspection and quality control
2× Reports per order. Pre-production and final.
03

Quality Assurance

We protect your brand before it ships. Every order receives a pre-production report before production begins and a final inspection report with photographs before goods are loaded. You know the condition of your order before it reaches you — not after.

We follow your inspection protocol if you have one. If you do not, we apply our own proven process. Either way, everything is fully documented and submitted directly to your team.

🧪
In-House Product Construction Testing
We physically test product construction — structural integrity, joint strength, hardware function, drawer operation, weight capacity and stability. Our in-house testing process identifies problems before production runs, not after 10,000 units are built.
📦
Packaging Testing and Verification
Packaging failures cause product damage in transit, consumer frustration and retailer chargebacks. We test packaging against your specifications — drop resistance, labelling accuracy, barcode scan verification and carton marking compliance.
🏷️
Your Inspection Protocol Followed Exactly
Walmart, Canadian Tire, Sam's Club, Costco, Rona and most major retailers have specific supplier inspection requirements. We know these protocols and apply them rigorously at factory level — so your shipment passes retailer receiving inspection the first time.
📋
Pre-Production Inspection Report
Submitted before bulk production begins. Covers: material confirmation, component review, first article inspection, production readiness. Gives you the opportunity to correct issues before the full run — not after.
📸
Final Inspection Report with Full Photography
Submitted before goods are loaded for shipment. Covers: random unit sampling, finish quality, assembly verification, packaging and carton condition, quantity confirmation and loading photos. Full photo documentation included.
📐
BIFMA and ASTM Standards Knowledge
We are familiar with BIFMA commercial furniture standards and ASTM residential furniture testing requirements used by US retailers. We apply this knowledge during in-house testing and help brands understand what their products need to meet before entering the US market.
💬
Building your QA protocol from scratch? If your brand does not yet have a formal inspection protocol, we can help you develop one based on your target retail channel requirements. A well-designed protocol, applied consistently, is one of the most valuable assets a furniture brand can have.
Container loading at Malaysia port for furniture shipment
FOB All shipments. Factory to port managed.
04

Shipping Coordination

Once your goods have passed final inspection, our shipping team coordinates everything on the origin side — from factory to port. You work with your own freight forwarder for ocean freight rates. We handle the on-the-ground logistics so your shipment moves efficiently and without delay.

All shipments are on FOB terms. Payment by TT only. Clean, standard commercial terms that work for any serious furniture brand.

📅
Origin Freight Booking and Coordination
Our shipping team manages all factory-to-port logistics — container booking, loading supervision, documentation preparation and port coordination. We ensure goods arrive at port on time and in the condition your inspection report confirmed.
🤝
You Keep Your Own Freight Forwarder
We do not replace your freight forwarder — we work alongside them. You negotiate your own ocean freight rates with your forwarder. We handle the origin side. This gives you full control of your freight costs while we manage the complex on-the-ground coordination.
📄
Export Documentation Support
We assist with the preparation and verification of shipping documents — commercial invoice, packing list, bill of lading coordination, certificate of origin and any retailer-specific documentation requirements. Correct documentation prevents customs delays and retailer receiving issues.
🔒
Loading Supervision and Photo Documentation
We supervise container loading to ensure goods are correctly packed and secured, then provide loading photos as part of your final shipment documentation. You have visual confirmation of what went into the container before it leaves Southeast Asia.
📋
Trade terms — all orders: FOB (Free On Board) · TT payment (Telegraphic Transfer) · All shipments from Malaysia, Vietnam or Indonesia. These are standard commercial terms that work cleanly for any established furniture brand or importer.
All four services work as one integrated partnership.
Most of our clients use all four services together — because that is where the real value lies. Product development feeds into better factory selection. Better factory management produces cleaner QA. Cleaner QA produces smoother shipping. Each service makes the others more effective.
The Full Picture

How our four services connect across your production cycle.

From first brief to final shipment, here is where each service plays its role — and how they build on each other.

📐
Product Development
Design brief → factory-ready specification. Prototype review. Assembly instructions. Retail compliance built in from the start.
🏭
Factory Management
Right factory selected. Pricing negotiated. Your brand standards enforced. Communication handled. You focus on your market.
🔍
Quality Assurance
Pre-production report. In-house testing. Final inspection with full photography. Your protocol or ours. Always documented.
🚢
Shipping Coordination
Factory to port managed. Container loaded and supervised. Documentation prepared. FOB terms. Your goods move.
Common Questions

Questions we hear often — answered plainly.

Do we have to use all four services or can we use just one?
You can engage us for any single service — inspection only, for example, or sourcing only. However, most of our clients find the greatest value in using all four together, because each service supports the effectiveness of the others. We are happy to discuss what makes sense for your situation.
What is your commission rate and when do we pay it?
Our commission is based on scope of work, product complexity and volume. We discuss this openly during our initial conversation. You pay nothing until a purchase order is confirmed. There are no upfront fees, no retainers and no charges for initial conversations.
We already have a factory we work with. Can you manage our existing relationship?
Yes. Some clients bring us in to manage factory relationships they have already established — they want better on-the-ground accountability without changing their supply chain. We can step into an existing arrangement and manage it from the Malaysia, Vietnam or Indonesia side.
What happens if a factory produces goods that fail inspection?
We document the failure in our inspection report and work with the factory to rectify it before shipment. Our pre-production report process is specifically designed to catch problems early — before a full production run is completed. The goal is always to resolve issues on the ground, not to ship a problem and deal with it after arrival.
Do you follow our retail compliance protocol or your own?
We follow yours if you have one. We have experience with Walmart, Canadian Tire, Sam's Club, Rona and most major retailer inspection protocols. If you do not yet have a formal protocol, we apply our own proven process and can help you develop a custom protocol based on your target retail channel requirements.
How long does the sourcing process typically take from first contact?
Factory identification and initial pricing typically takes 3–5 business days from receiving your specifications. Sampling timelines vary by product complexity — typically 3–6 weeks for a first sample. We give you realistic timelines at each stage, not optimistic estimates that create problems downstream.

From the Blog

Factory Audit Checklist for US Furniture Importers

What to verify before placing a purchase order with a Southeast Asia factory.

How to Qualify a Furniture Supplier in Malaysia

The qualification process buyers should run before committing to a new factory.

How AQL Sampling Actually Works in Furniture Inspection

Understanding acceptance quality limits before your goods ship.
Ready to Talk

Tell us what you need. We will tell you honestly if we can help.

Whether you need one service or all four — start with a conversation. No commitment, no pressure. Just a straightforward discussion about your production needs and how we work.

Start a Conversation → See How We Work Step by Step
© 2026 Top Systems Group. All rights reserved.
Malaysia · Vietnam · Indonesia · Serving clients globally